Overview
Xchange Auto is based in the USA and is a fast-paced international vehicle wholesale company managing complex transactions across the U.S. and Canada. With over 18 years of experience sourcing new vehicles from the U.S. and Canada and delivering them to customers worldwide. We specialize in high-demand models and manage a complex, fast-moving operation that spans dealer networks, logistics, and international shipping.
We are now seeking a highly organized, reliable, and detail-oriented Executive Assistant with excellent planning and time management skills. The ideal candidate will be responsible for a wide array of administrative duties to assist the CEO and also will assist the company accountant with administrative work.
You will be responsible for keeping the CEO organized, ensuring financial/admin tasks are executed correctly, and making sure nothing falls through the cracks.
If you are someone who takes ownership, follows up relentlessly, and thrives in a high-responsibility environment, this role is for you.
Responsibilities
Executive Support
- Manage the day-to-day administrative affairs of the CEO’s office
- Schedule all appointments, commitments; handle changes or cancellations as deemed necessary and/or appropriate.
- Manage CEO’s inbox (prioritize, draft replies, follow-ups)
- Track tasks, requests, and action items
- Organize documents, communications, schedules and prepare reports
- Assist with personal administrative tasks such as event planning, travel arrangements, and scheduling
- Manage personal rental property-related administrative tasks
Accounting & Financial Support
- Prepare payments (vehicles, vendors, transport, etc.)
- Assist with bank deposits and payment confirmations
- Track financing documents and commission payments
- Enter and maintain accurate data in QuickBooks and internal systems
- Track 1099s and documentation
Operations & Administration
- Organize and maintain filing systems (digital & physical)
- Track status of invoices, payments, and documents
- Create shipping labels and manage packages
- Coordinate with vendors, suppliers, and service providers
- Assist with process documentation and organization
- Ensure all tasks, payments, and documents are completed on time
- Follow up persistently with internal and external parties
- Identify delays early and take action
- Act as a central coordination point between CEO, accounting, and vendors
Who You Are
- Extremely detail-oriented and organized
- Strong sense of ownership and accountability
- High urgency and ability to move quickly
- Persistent follow-up (you don’t stop until it’s done)
- Reliable and consistent execution
What Success Looks Like
- CEO inbox and tasks fully under control
- Zero missed payments, documents, or follow-ups
- Clean, organized, and reliable systems
- Reduced workload and interruptions for CEO and accountant
- Full visibility across all tasks and responsibilities
Skills Required
- Associate degree or equivalent in office administration, office management, or equivalent
- Minimum five (5) years’ experience providing support to a high-level individual
- Knowledge of standard office administrative practices and procedures
- Proficient computer skills and in-depth knowledge of relevant software (knowledge of Microsoft Outlook, Word, Excel, Power Point and Office 365).
- Strong ability to manage, follow through and complete tasks and projects
Join us as an Executive Assistant to lead with energy, precision, and purpose—driving success for your team while delivering outstanding experiences for our customers!
Salary
$900 - $1,500 payable in USD depending on Experience.
Additional Note:
When applying for this job you are required to answer 4 questions. On the 2nd question please start your reply with the word “purple”.
Job Type: Full-time
Application Question(s):
- What city and Country are you physically located in and will be working from?
- Please record a 2-3 minutes video introducing your self, your executive assistant experience and add the URL link here. If you are have ever worked for an American company please mention which company. You can record a video for free via Loom or any other application.
Education:
Experience:
- Executive Assistant: 4 years (Required)
Work Location: Remote
